CHARITABLE INCORPORATED ORGANISATION
REGISTERED CHARITY NUMBER 1181736
ANNUAL REPORT OF ACTIVITIES and ANNUAL ACCOUNTS
FOR THE YEAR ENDED 31 MAY 2022
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Winton Players CIO Registration Number 1181736
TABLE OF CONTENTS
| CHARITY INFORMATION | 3 |
|---|---|
| STRUCTURE, GOVERNANCE AND MANAGEMENT | 4 |
| REPORT BY CHAIR OF TRUSTEES | 5 |
| TREASURER’S REPORT |
8 |
| INCOME AND EXPENDITURE REPORT FOR F/Y 21-22 | 10 |
| INDEPENDENT EXAMINER’S REPORT | 13 |
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Winton Players CIO Registration Number 1181736
CHARITY INFORMATION
| Trustees: as at 31 May 2022 | |
|---|---|
| Mrs Amanda Bell - Secretary | |
| Mr Matthew Bell | |
| Mrs Jane Blower | |
| Mr John Edwards | |
| Ms Lynn Pease | |
| Mr Laurie Redstone - Treasurer | |
| Mr Roger Wettone - Chairman | |
| Mr John Whitaker | |
| Mrs Penny Young | |
| Hut Trustees | Mr Simon Auty |
| Mrs Sarah Whitaker | |
| Mr John Whitaker | |
| Mrs Penny Young | |
| Charity Number: | 1181736 |
| Principal Office: | Winton Players |
| The Outbuilding, | |
| Old Sheet House | |
| London Road | |
| Petersfield | |
| Hampshire | |
| GU31 4BE | |
| Independent Examiner: | Mrs Nicola Hillyer AAT |
| 10 Holt Down | |
| Petersfield | |
| Hampshire | |
| GU31 4PQ | |
| Bankers | Lloyds, |
| 5 The Square | |
| Petersfield | |
| Hampshire | |
| GU32 3HL |
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Winton Players CIO Registration Number 1181736
STRUCTURE, GOVERNANCE AND MANAGEMENT
The Winton Players was re-constituted as a Charitable Incorporated Association (CIO) and registered with the Charity Commission on 21 January 2019.
A committee of trustees comprises of members elected at an AGM or co-opted during the year.
The premises used by the Winton Players CIO are presently held in trust for the society under a deed of trust set up when the predecessor registered charity was in operation.
In the year under report, the committee met on nine occasions: on, 15 June 2021, 7 July 2021 13 September 2021, 11 October 2021, 15 November 2021 10 January 2022, 14 March 2022, 4 April 2022 and 9 May 2022.
General Meetings of the Society’s members were held on 21 July 2021 (following the Annual general meeting), 2 February 2022 and 4 May 2022
Charitable Objectives
The Charitable objectives of the CIO, as laid out in the Governing Document are:
The primary object of the charity is to promote, encourage and enable participation in all aspects of the dramatic arts to a high standard of production quality and to further the development of public appreciation in the said arts.
The secondary object of the charity shall be to make donations for charitable purposes as the members at the Annual General Meeting shall from time to time determine.
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Winton Players CIO Registration Number 1181736
REPORT BY THE CHAIR OF TRUSTEES MADE TO THE AGM HELD ON 21 JULY 2022
As the cliché goes, It’s been a funny old year! We started off under the spectre of Covid and Lockdown although the outlook was looking more promising than previously. We were allowed to meet, up to a point, and so could look towards doing what we do best – performing. Our enforced period of “resting” left us eager to produce our usual programme of productions. And so we did.
The first was a rehearsed reading of Kenneth Graham’s “The Wind in the Willows”. This was directed with great confidence by Matthew Bell, assisted by John Edwards. It was particularly nice to include some of our junior members as well as us oldies and it was much enjoyed by the enthusiastic, but necessarily small, audiences in the Community Centre in early September. With the Festival Hall out of action, due to being used as a vaccination centre, we had to look elsewhere for an alternative venue if we wanted to stage our planned October production, “Ladies in Lavender”. Fortunately, we were able to book the Studio at TPS and it proved an ideal setting for this delightful play, directed by Jane Blower. The staff at TPS could not have been more helpful as we had to create and build the set for the space available and stage the play in surroundings quite different to the Festival Hall. However, with reasonable audiences, considering it was our first main production after lockdown and in a different venue, it was all round a very pleasurable experience and one we hope to repeat in the future.
We should then have been cracking on with rehearsals for our pantomime, Robin Hood, - and we were, despite the uncertainty surrounding the availability of the Festival Hall. We remained optimistic until it became clear that the Festival Hall was going to carry on with vaccinations past our panto dates. This optimism allowed us to build the set and rehearse the panto up to the beginning of December when we had to call it a day. We had got so far advanced that I had even managed to nearly learn one of my lines! This outcome was a great disappointment for everyone involved - none more so than Sarah who was directing a major production for the first time. Not to be outdone, we will get it on the stage next January – even if it kills us!
Our longest- rehearsed play ever then sprang into life when we took A Bunch of Amateurs off the back burner, where it had sat for 2 years, and restarted rehearsals to stage it in April. Despite the worry that fresh auditions might have to be held, as some of the cast might now be too old for their roles (!), it proved to be an accomplished and very funny production expertly directed by Penny Young. We couldn’t have resumed our tenancy of the Festival Hall in a better way and we were blessed with amazing attendances – some of the best of recent years.
At the beginning of June, we supported the Council’s Jubilee Fete by taking a stall at the event at the Avenue. Here we were able to advertise our future productions and have an archive display. The street theatre/character workshop that Phill organised ended at our stall and we are grateful for the members who dressed in period costume to support it.
We usually finish our year with our one-act weekend and so we did - with a slight difference. We were invited to support the Home Start Butser Summer Music Festival at the Half Moon and we were keen to do so. However , being outdoors near the main road, it was not really the right venue for our junior members to perform. We had lost some of our former juniors due to the lockdown and also because they had simply grown up ,so we had an influx of new, younger members many of whom had not performed on a stage at all. Therefore it was decided to stage Roald Dahl’s “Danny, Champion of the World” at Rake village hall to be followed by an American Supper. The play, directed by Jane Blower was well performed and equally well received by the large audience and the supper was a great success and is probably something we would want to repeat. Junior club nights have resumed and our new recruits are enjoying lots of fun things to do. Our thanks to Sarah and all those who help her to keep the juniors enthused and involved.
The Hut is still standing and in recent times has had some improvements. The wall and door out the back have been replaced and we now have a proper brick built burning area which is used for
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Winton Players CIO Registration Number 1181736
disposing of pieces of scenery that we have no further use for. It could double up as a BBQ but we haven’t tried this yet! The other change is the installation of a defibrillator over in the corner of the main room. With the age profile of many of our members, particularly the Bodgers, it was felt that the investment was very worthwhile and we were able to use the legacy that one of our former members, Trish Grant, had generously given us to fund its purchase. Let us hope that it is never used in anger.
As ever, improvements to the Hut are funded via the Hut Club and we are grateful to Sarah Whitaker and Lesley Redstone, who run the regular draws, which keep the Hut Repair Fund in a healthy financial state.
With this being our 75th year, work has gone on to get our archives into a good order, and we have to thank Amanda Bell, Penny Young, Lyn Pease, John Edwards, Iris Holt and others for doing this. It will enable us to show some of our archive material, whether it is photos, programmes, newspaper reports or other items, at our productions, at outside public events such as our stall at the recent Jubilee Fete at the Avenue or for our own future reference. We also have new display boards which will allow us much more flexibility in how we can display this material.
The plans for the modernisation of the Festival Hall building move on and we keep in touch with this through the involvement of Simon Auty and Philip Young. We invited Cllr Chrissy, Chairman of Halls, to a bodging session to see what we do as we wanted him to see how we work and to ensure that he understood our requirements and concerns about the planned improvements. I think we all agreed it was worthwhile. Similarly, with PPAF, with one of our own members as Chairman, we provide support when necessary to ensure a collective position of all the performing groups is presented to the Council.
Speaking of Councils, EHDC set up a Communities Grant scheme to help local organisations to offset the negative financial aspects of the Covid situation. Our friends and colleagues in Green A applied for a grant and were successful. For the groups that Green A support the benefit would take the form of reduced lighting costs on equipment that they would normally hire to us. Accordingly, we were able to see a much reduced bill for “A Bunch of Amateurs” and are hopeful of a similar situation with “Oliver Twist”. We are very grateful to Green A for taking this initiative.
We continue to be members of NODA and it was a disappointment that, through an absence and a diary mix up, no representative came to see “ A Bunch of Amateurs ” . This meant we received no report of the play nor would be in the running for potential awards this year. However, we did receive some good news from NODA and that was that our last pantomime, “ Cinderella ” , won the Accolade of Excellence for our district for the period 2020/21. This was particularly pleasing as this is the first time that we have received an Accolade for our pantomime. As we had won the award we were also eligible for the Best Pantomime Award in the whole NODA SE Region. Although we did not win, we were awarded a Certificate of High Commendation, which is also on display.
Sadly, during the past year, we lost three long-standing members of the Winton family, who each played their part in the success of the society over many years. Jackie Broome , (who incidentally was my new bride in the very first play I was in, “Devil May Care”, back in 1976), Jackie Sutton, and just recently Roy Kersley. Our thoughts are with their families.
I would like to thank the committee for all they have done during the year. Their energy, hard work and enthusiasm has ensured that the Group continues to flourish and enables us to present our plays to a consistently high standard. Some of what the committee does is evident to you but, equally, much of it is not – particularly in working towards tomorrow while protecting today. Sadly, we did lose two of our Trustees earlier this year Ryan our Chairman and Emily, our Publicity Officer. Being the leader and figurehead of an active group like ours, I know from experience, is no easy task, and the responsibilities that come with it have an effect on the whole
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Winton Players CIO Registration Number 1181736
work, home and play balance. Ryan experienced those difficulties and made the decision to redress the balance in his life and so, for a time at least, has stepped back from being an active member of the group. We hope that when things get easier for him he will feel able to return so we can continue to benefit from his energy and talent. In recognition and thanks for the past service of both Ryan and Emily we had a gift for them, a gardening voucher, but, as I ascertained that they would not be here tonight, I gave it to them yesterday.
So, we are where we want to be – up and running and moving to produce a programme of productions for the coming years. This year, being our 75th Anniversary, is proving to be busy and, as mentioned, we still have a number of special events that are being worked on – so I think we can safely say that we have hit the ground running.
What we do need, in order to make all of these a success, is for all our members to support all the things we are doing – if not on stage then assisting with the myriad of other tasks that need to be done. It can’t be achieved without you. It is very heartening that so many members have stayed with us over these unsettling times – in fact we have grown our membership. We know that Covid is not going away any time soon and providing we are careful and sensible we will have to live with it and, in our case, the consequences that affect our activities – though absences at rehearsals, meetings etc. Performers are often eternal optimists - just witness our full programme of events - but if you need any reassurance, just go outside the Hut and look at our board in the Half Moon garden where it says in bold letters “The Show Will Go On”. So onwards and upwards! Thank You!
Roger Wettone. 21 July 2022
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Winton Players CIO Registration Number 1181736
WINTON PLAYERS ANNUAL GENERAL MEETING SEPTEMBER 2022
TREASURER’S REPORT
The financial year being reported ran from 1 June 2021 and ended on 31 May 2022.
The year covered a recovery period from the Covid emergency and we were able to resume performance activity with a one-act play in July 2021, and a full length play in October 2021 (at TPS) and a return to the Festival Hall with the much postponed “A Bunch of Amateurs” in April 2022.
However, the pantomime scheduled for January 2022 could not be mounted as the Festival Hall was not available. It was agreed to “mothball” the production and postpone it to January 2023.
I should explain that for the last two years, I have not included for comparison purposes the figures for the preceding financial year as the circumstances were so different that no meaningful comparisons could be made. I have agreed with our accounts examiner that I will start including these figures in next year’s financial report.
The financial outcome is that over the year, our cash resources fell by £2646.67 as our expenditure exceeded our income by that amount.
Before going through the accounts in more detail, I have to remind you that the figures for production expenditure, while accurate in-year, do not show the expenditure in previous years associated with those productions. This is because the early stages of a production often start in the previous financial year. In the case of ABOA, this expenditure started over two years before that actual production was delivered. Accounts for each show are kept and made available after each major production to the committee and General Meetings.
Looking first at Income.
The total income for the General Fund was £18964.81 and for the Hut Repair Fund was £1000. More detail can be found in the notes attached to the accounts. It is fair to assume that in all cases, our production income from Ticket sales was depressed by the natural reluctance of people to attend theatre events following the end of the first covid lockdown and the onset of the second wave of covid in the latter part of 2021.
The Donations are shown from the source of the payments. Mackarness and Lunt were handling the estate of the late Trish Grant and her bequest of £1000 was gratefully acknowledged. As some of you may have seen, the legacy was used to acquire a Defibrilator which is mounted in the Hut along with a memorial plaque. The other donation of £1000 was delivered by the Charities Aid Foundation which acts on behalf of small charities such as family trusts. This, I believe, is a means of preserving anonymity for the source and we are obliged to honour that.
Subscription income was for 21-22 Subscriptions mainly but there were early payments of Subscriptions for this year. There was no Gift Aid refund as no subscriptions were paid in 20-21 so no claim could be made. The gift aid refund on 21-22 Subscriptions was claimed in June 22 and is therefore recorded in this year’s accounts for FY 22-23.
The only income from “Future Productions” was £117 for ticket sales for “Danny Champion of the World” received before 31 May.
The Hut Club draws raised £1000 for The Hut Repair Fund and this was the only transaction on that account in FY21-22.
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Winton Players CIO Registration Number 1181736
Moving on to Expenditure:
Productions expenditure was much as expected and kept within allocated budgets.
Ladies in Lavender broke even on in-year spend but made a deficit of £488 when previous expenditure is taken into account.
A Bunch of Amateurs made a surplus in-year of £4249.90 but overall, the surplus was £2516.24 when previous expenditure is taken into account.
The past production payment was the PRS fees for the music used in Cinderella which only invoiced some 18 months after the production
The spend on Robin Hood was mainly for the Set, Rehearsal rooms, Costumes and Musical Director fees.
Expenditure on Future Productions This covers payments made in FY21-22 for events planned to happen in FY22-23. i.e. after 1 June 2022. Most are self- explanatory. Stocks are items such as Canvas for Flats, Spigots for Triangles which cannot be allocated to any particular production. For Oliver Twist they were for Licence fees, Scripts, Graphics Design and a roller banner to use as advance publicity. The 75[th] anniversary entry was the purchase of a new set of display screens for use to display archive photographs on every occasion possible during the anniversary year. One Acts 2022 was payment for Licence, Scripts, Hire of Rake Village Hall. For Robin Hood 23 the payment was for the hire of St Peters Hall for rehearsals.
The Hut
Running expenses include Utilities and Business Rates. It also includes Insurance on the building and its contents but these are part of the NODA Insurance shown in Note 10.
Other Hut Expenditure
Stocks is a category I use to cover materiel acquired for various projects e.g. paint, timber, Plywood, Tools, Batteries. This year it also included the purchase of the defibrillator which cost £1114.80. As mentioned previously, this cost was largely met by the Trish Grant legacy. Maintenance included PAT Testing, replacement of a heater Thermostat and the changes made to the back courtyard.
Charitable Donations
This covers payments made to other charities, such as £200 to PMF who ran a First Aid Training course which some of our members attended and a 50% share of the costs of a Drama Training Course run at the Petersfield Museum.
Social Events spend was the purchase of tickets for a Junior Members theatre trip later this year to Chichester Festival Theatre.
Miscellaneous
The main items here were £229 for the acquisition of PA Equipment and £120 for the purchase of a Tree, planted to mark the Queen’s Jubilee and our 75th Anniversary
I can answer more detailed questions on the accounts if I have the information with me – otherwise I will find out the answers and get back to you.
That concludes my report of the finances of the Society for FY 2021-22
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Winton Players CIO Registration Number 1181736
Income and Expenditure Account for the year ended 31 May 2022
| GENERAL ACCOUNT INCOME Productions Donations Subscriptions 2021-22 Sale and Hire of Costumes Future Productions Total HUT REPAIR FUND INCOME Hut Club Transfer in Total TOTAL INCOME GENERAL ACCOUNT EXPENDITURE Productions Future Productions The Hut Running Expenses Hut Improvements/repairs/stock Insurance NODA Subscription Charitable Donations Social events Administration Miscellaneous HUT REPAIR FUND EXPENDITURE Hut Improvements/repairs TOTAL EXPENDITURE Excess of Expenditure over income |
£ 13,810.49 Note 1 £ 2,000.00 Note 2 £ 2,919.32 Note 3 £ 118.00 £ 117.00 Note 4 £ 18,964.81 £ 1,000.00 Note 5 £ 1,000.00 £ 19,964.81 £ 12,195.01 Note 6 £ 2,839.36 Note 7 £ 1,904.30 Note 8 £ 2,657.83 Note 9 £ 1,362.13 Note 10 £ 72.00 £ 343.55 £ 285.00 £ 561.88 Note 11 £ 390.42 Note 12 £ - £ 22,611.48 £ (2,646.67) |
|---|---|
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Winton Players CIO Registration Number 1181736
OPENING CASH BALANCES AT BANK
Main Account Hut Repair Fund Uncleared cheques
£ 32,032.37 £ 6,808.51 £ - £ 38,840.88
CLOSING CASH BALANCES AT BANK
Main Account Hut Repair Fund Uncleared cheques
INCREASE (DECREASE) IN CASH RESOURCES
£ 28,711.70 £ 7,808.51 £ (326.00) £ 36,194.21
£ (2,646.67)
Notes
Note 1 Income from Productions
| Note 1 Income from Productions | |
|---|---|
| One Acts 2021 | £100.61 |
| Ladies in Lavender | £3,767.51 |
| A Bunch of Amateurs | £9,942.37 |
| Total | £13,810.49 |
| Note 2 Income from Donations | |
| Mackarness and Lunt | £1,000.00 |
| Charities Aid Foundation | £1,000.00 |
| Total | £2,000.00 |
| Note 3 Subscription Income | |
| 21-22 Subscriptions | £2,766.82 |
| 22-23 Subscriptions | £152.50 |
| Total | £2,919.32 |
| Note 4 Income from Future Productions | Note 4 Income from Future Productions |
|---|---|
| One Acts 2022 TicketSales | £117.00 |
| Note 5 Income to Hut repair Fund | |
| From Hut Club | £1,000.00 |
| Note 6 Production Expenditure | |
| Communications | £62.60 |
| Note 8 Hut Running expenses | Note 8 Hut Running expenses |
|---|---|
| Electricity | £242.96 |
| Gas | £898.58 |
| Business rates 21-22 | £287.49 |
| Business Rates 22-23 | £281.20 |
| Water Services | £194.07 |
| Total | £1,904.30 |
| Note 9 Other Hut expenditure | Note 9 Other Hut expenditure |
|---|---|
| Stocks | £2,127.46 |
| Repairs | £121.69 |
| Maintenance | £408.68 |
| Total | £2,657.83 |
| Note 10 Insurance | |
| Lloyd &White | |
| Committee | |
| Insurance | £195.24 |
| NODA Insurance | £1,166.89 |
| Total | £1,362.13 |
| Note 11 Administration | |
| Communications | £143.88 |
| Gifts | £35.40 |
| Expenses | £235.21 |
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Winton Players CIO Registration Number 1181736
| One Acts 2021 | £237.89 |
|---|---|
| Ladies in Lavender | £3,769.62 |
| Past Productions | £408.00 |
| Robin Hood 22 | £2,024.43 |
| A Bunch of Amateurs | £5,692.47 |
| Total | £12,195.01 |
| Note 7 Expenditure on Future Productions | |
| Stocks | £310.96 |
| Oliver Twist 2022 | £1,198.26 |
| 75th Anniv 2022 | £512.40 |
| One Acts 2022 | £478.34 |
| Robin Hood 23 | £328.00 |
| Half-Moon Festival | £11.40 |
| Total | £2,839.36 |
Archive £147.39 Total £561.88 Note 12 Miscellaneous Stocks £229.00 Expenses £41.42 75th Anniv 2022 £120.00 £390.42
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Winton Players CIO Registration Number 1181736
INDEPENDENT ERS REPORT TO THE TRUSTEF.S ON THE ACCOUIYTS FOR THE YEAR ENDED 31 MAY 2022 Independent examiner'5 Statemeni I report to the lrnstees on my examination of the accounts of the Winton Players CIO for the tinancial Ye ended 31 May 2022 I have completed tny examination of the 2021122 Winton Players accounts and confirm that no material matter5 have come to my attention in connection with the examination giving me cause to believe that in any material respecL' l. accounting records were not kept in respert ofthe Trust as required by sertion 130 ofthe Att: or 2. the accounts do not accord with tnose recoras; or 3. the accounts do not comply with the applicdble qUirements concerning the forni and content ofaccounts set out in the Charities (Actounts and Reports) Regulations 2008 other than any requiremeni that the accounts give a'true and fair view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other fflatters in connection with the examination to which attention should be drdwn in this report in order to enable a proper understanding of the accounts to be reached. Signed.. Name: NICOLA HILLYER Association ofAccounting Techniaans 13 Winton Players CIO Registraiion Number 1181736